Purchase Order (PO) Transaction Type

The Purchase Order Transaction Type is one that is in the Procurement area, but there is a Grantor use outside of that area because of the features available on the Purchase Order transaction. Grantor has a specialized Grant Given (GG) transaction code in this Transaction Type.

The Grant Given (GG) transaction serves to record the award of a grant to a grantee or sub grantee along with defining each of the grant award lines (for example, grant component lines). The Grant Given transaction can be generated in a number of ways: generated from a Grant Application Evaluation (GEV) transaction, copied from a similar Grant Given (GG) transaction, copied from a grant transaction template, or directly entered.

The Header tab captures useful data about the overall grant. Descriptive fields are among those where grant details can be captured.

Additionally, for the combination of Grant Form Type and Grant Form Version (Grant Year) used on the GG transaction, if the Over Total Funding Amount Allowed flag is unchecked on the Grant Application Form Type (GAFTYP) table and the grant manager tries to create a Grant Award (GG transaction) for more than the Total Funding Amount based on the GAFTYP table, the system will issue an error message on the GG transaction. This will prevent the obligation of all award amounts from going over the mentioned Amount on the GAFTYP table.

For the combination of Grant Form Type and Grant Form Version (Grant Year) used on the GG transaction, if the Over Total Funding Amount Allowed flag is checked on the Grant Application Form Type (GAFTYP) table and a grant manager tries to create a Grant Award (GG transaction) for more than the Total Funding Amount as specified on the GAFTYP table, then the system will issue a warning message on the GG transaction and allow the obligation of all award amounts to exceed the Total Funding Amount on the GAFTYP table.

The Award Details tab captures different classifications (rollups) of a grant.

The Vendor Line tab captures grantee data and requires that the grantee is set up as a vendor record.

The Grant Component Lines tab captures the breakdowns of grant money. Using a specific grant code for matching lines from non-matching (or regular) lines is important, because the Match Indicator of a matching grant line must be None. It is important to set the Match Indicator in this manner because matching amounts must be manually entered, and not paid on payment requests generated by the Matching Manager. Manual entry is required because the Matching Manager does not support multiple event types based on what the referenced accounting line had for an event type.

Additionally, the Budget Adjustment field on the Header supports the ability to automatically update the award transaction with the Adjusted Budget allocations made by the grantee during the post award state.

The Accounting Lines tab captures the funding of the grant. Use of COA is an important factor here in several situations such as pass-through grants. The funding for grants must come from somewhere, and that funding source is captured in the COA codes on the accounting lines. Here are some of the most common possibilities:

Pass-through grants should normally enter the program code that represents the grant being passed on to the grantee. With this approach, disbursements to the grantee are selected for reimbursement automatically.
Grants that initiate as part of a special effort (for example, the scenario where the CIO funds special projects by other departments) would be tied to an appropriation, fund, activity, function, or program – as appropriate, based on the source of the money.

It also captures the Event Type that is selected based on what type of grant component line to which the accounting line belongs:

CL	Event Type	Description
Non-Match	PR05	This Event Type should be used when an encumbrance of funds for later disbursement is required for a grant to an external entity or internal entity not on the same instance of Advantage.
Non-Match	PR07	This Event Type should be used when no encumbrance of funds is required for a grant to an external entity or internal entity.
Cash Match	CG05	This Event Type should be used when a cash payment will be made by the grantee, internal or external.
In-Kind Match	CG06	This Event Type should be used for tracking non-cash contributions of time, equipment hours, or other by an external or internal grantee.

The accounting treatment of the Cash and In-Kind Match is identical; however, separating them for reporting purposes is recommended. As delivered, the posting codes used for CG05 and CG06 are non-financial ones used for reporting only.

For more information, refer to the Procurement User Guide as the two transactions appear the same.

PO Delivered Transaction Codes

The PO Transaction Type has the following Transaction Code:

Name	Transaction Code	Intended Use
Grant Given	GG	The Grant Given (GG) transaction is used to record the award of a grant to a grantee or sub grantee along with defining each of the grant award lines (for example, grant component lines).